PROJECT MANAGEMENT AND PROPERTY SERVICES DIVISION
SERVICE LEVEL AGREEMENT FOR SCHOOLS 2017/18
December 2016
1 Contents
1 Contents 1
2 Introduction 2
3 Occupier Support Team 3
3.1 Additional services your Area Surveyor will help with. 4
4 Repairs and Maintenance and Statutory Compliance Teams 5
1.1 Planned Preventative Maintenance (PPM) 5
1.2 Water Hygiene 6
1.3 Reactive Repairs 6
1.4 Emergency Call-out 7
1.5 Gutter Vacuuming 7
5 Commitments to Each Other 8
6 Property Services Structure Chart and Contacts 9
7 Appendices 10
7.1 Appendix One – Planned Preventative Maintenance Requirements Explained 11
7.2 Appendix Two – Request for Repairs Form Example 13
7.3 Appendix Three – Service Requirements Example 14
7.4 Appendix Four – List of Services offered by Property Asset Management 17
7.5 Appendix Five – Reactive Repair Charges 19
2 Introduction
For peace of mind and all your building facilities management in one place.
Project Management and Property Services is a division within the Place Directorate of Coventry City Council, with extensive experience in building activities and support services. We are here to support you in managing your school - ensuring it is maintained not only to the standards required by law and the but also the standards set by Coventry City Council to assist in extending its use and safe operation.
We operate a single order, single invoice process for all the services signed up for in the Agreement, saving you administrative time.
All this and more carried out on fabric, electrical, mechanical, data, disability equipment, door access, lifts and other specialist equipment.
Service Helpdesk Contact information
T: 024 7683 2960
E:
3 Occupier Support Team
Occupier Support (OS) consists of competent professionals who are here to support you in the safe management of your school site. A dedicated ‘Area Surveyor’ will be assigned to your school, to give advice and guidance on site developments and general condition of the building and its assets.
The service includes:
· A named Area Surveyor who is your first point of contact concerning any property site issues.
· Termly meeting with your appointed Area Surveyor, to give professional advice on the condition of your school buildings plus how this relates to your school's development proposals.
· Your Area Surveyor will make additional on-site visits each half term, giving initial advice relating to the development of day to day issues and larger schemes, including statutory requirements. These meetings can be arranged to follow your H&S audits to provide you with immediate advice/quotations.
· Provision of budget estimates and feasibility advice to assist with proposed property related works you plan to undertake to enhance the school’s facilities.
· Receive accurate costs for works procured through us, including monitoring of contractors appointed and managing works from conception to completion. Giving you security in the knowledge that works will be completed on time, within budget and safely.
· Advice will be given on relevant aspects of Health and Safety requirements and the provision of a CDM Co-ordinator - where Construction, (Design and Management) Regulations 2015 apply.
· In the event of specialist services/contractors being required, your Area Surveyor will co-ordinate attendance. These services may include; drain surveys, condition surveys, structural surveys, asbestos and advice (not exhaustive).
· All our contractors have been appointed via the Council’s robust tendering system under our framework of contracts. This ensures you receive value for money and the work is carried out by contractors who have been selected because of their affiliation to recognised national building work bodies and have the required insurance and Health and Safety requirements. Allowing schools to place orders with the confidence that the contracts have already been competitively tendered, ensuring value for money and reducing timelines in the procurement of work.
· Advice and assistance in obtaining other Council Services, such as; Asbestos Management, tree surveys; waste collection; emergency out of hour’s unit.
3.1 Additional services your Area Surveyor will help with.
· Attending site hand-over of the commissioning of any new equipment.
· Initial advice relating to asbestos and/or fire integrity.
· Assist with the recruitment and selection of Site Service Officers.
· Follow up meetings to address Health and Safety Audit findings.
· Assistance with the training of Site Service Officer/Site Representative on periodic preventative maintenance requirements.
· Attend as required city wide school forums.
· Advise your Finance Officer/Governors regarding queries to any site related issue.
· General advice relating to scheme/project feasibility.
· Advice in respect of SSO Property inspection.
4 Repairs and Maintenance and Statutory Compliance Teams
Although two distinct departments, the Repairs and Maintenance Team (R&M) and the Statutory Compliance Team (SC) work closely to provide a comprehensive service for your school. Its aim is to ensure that your school has taken the necessary steps to adhere to legislative and cyclical maintenance requirements.
The R&M Team’s resources include a range of tradespersons to deliver on-site practical works. The SC Team provides the professional and technical back-up, including management of specialist contractors.
Range of services includes:
· Extensive knowledge of the city and the procurement of services.
· A qualified and experienced work force in the trades of combustion; electrical; heating & ventilation; plumbing; painting; plastering; glazing; carpentry; roofing; bricklaying and minor building works.
· Extensive contacts within the supply chain and industry.
· Possession of a number of competitively tendered contracts for specialist areas.
1.1 Planned Preventative Maintenance (PPM)
The Council holds a database of known assets within your School, that have been priced against and shown in the ‘Service Requirements’ form (see appendix 6.3 for an example). If you know of any plant and equipment, that has been recently installed that we don’t know of or have recently been removed, please let us know so that it can be covered in the agreement. Over the period of the agreement, these known assets will be serviced and certificated. The areas covered are;
· Periodic inspection - This will ensure optimal operation and efficiency of the equipment, and assist with continued safe use, thus reducing potential downtime. Carrying out full service and identification of repairs in accordance with the manufacturer's guidelines along with legislative requirements.
· On completion of a service, the relevant inspection certificates will be issued.
· Faults identified - If faults are identified whilst carrying out an inspection or service you will be informed in writing with an indication of the cost for any remedial works.
· PAM holds and monitors a database of all schools' serviceable equipment and the date of the next scheduled visit, giving assurance that your school is compliant with the required statutory inspections.
Appendix 6.1 - Planned Preventative Maintenance Requirements Explained, details the standards and requirements that are met within each area of the service regime.
Appendix 6.4 – List of Services Offered by Property Asset Management, lists the array of services that are offered within the SLA.
1.2 Water Hygiene
Effective control of Legionella is essential to the safety of all who use your school.
Range of services includes:
· Arrange surveys using our term contractor – ‘Legionella risk assessment’.
· Provide expert advice and interpretation following completion of the survey.
· Carry out remedial work through our own experienced and skilled operatives.
· Provide awareness training for the school’s responsible person and Site Services Officer (SSO).
· Advise and arrange on-going maintenance to thermostatic mixers taps, showers, chemical dosing equipment and water tank inspections.
1.3 Reactive Repairs
A repair to any item associated with the building, its plant and equipment, either identified by the school, or by the planned preventative maintenance regime, is classed as a reactive repair and is charged accordingly. Please see appendix 5 for reactive repair cost details.
Across the team there are qualified and experienced staff that have a broad knowledge and a variety of skills to support your request of reactive repair.
An operative will attend to reactive repairs, co-ordinated by the helpdesk, which is on hand to receive calls, emails and fax. Please see appendix 6.2 for a sample of a 'Request for Repairs' form that can be emailed to the help desk.
To ensure appropriate response times, repairs are divided into categories and prioritised in accordance to the urgency. When raising a repair (via the helpdesk) a priority response timescale is allocated. The timescales are;
Two hour response – emergency and health and safety issues only.
Same day response – important issues that affect your teaching day.
Programmed response – requires attention but not immediate.
1.4 Emergency Call-out
This dedicated emergency service gives you peace of mind. Should you require ‘Out of Hours’ attendance, we can provide support, advice and relevant action at any time of the day. Calls will be answered 24 hours a day, 7 days a week, all year round.
During office hours, your call will be received by the Service helpdesk who will arrange for an operative to attend site. Outside of office hours, your call will divert to the Council’s communications centre. From there, the appropriate operative can be deployed to assist with your issue.
1.5 Gutter Vacuuming
Clearing and cleaning of guttering and downpipes, to ensure roofs are not pooling water which would curtail their life span. Contact the Service Helpdesk to arrange a site visit and quotation.
5 Commitments to Each Other
In order to ensure that schools comply with their statutory obligations and the City Council insurer's requirements, they are required to advise Property Asset Management as the Landlord’s representative in advance of work commencing, where they intend to carry out any electrical, gas or structural alteration works. Please email with information regarding proposals.
As instructed by the Council's insurers, each School is required to submit a ‘Maintenance Plan’ on an annual basis stating when the necessary statutory and recommended works will be carried out and the name of the contractor completing them. If all works are through Property Asset Management, this will be completed for you.
A school subscribing to the service will therefore agree to:
· Engage in a formal meeting at least once per term in order to record any relevant issues.
· Pay any charges due within 28 days of receipt of invoice.
· Attend meetings between any contractor and the Area Surveyor before commencement of work in respect of any programmed work arranged.
· Allow reasonable access to site so as to minimise unnecessary additional cost, subject to the requirements of teaching, examinations etc.
· To sign off job completion as required.
· The Head Teacher must inform Property Asset Management of any local arrangements, which may affect a specific project, e.g. local changes to premises usage, new equipment, and any contracts ordered direct by the School etc.
· Commission work using the pro-forma 'Request for Repairs Form' as show in Appendix iv.
PAM - Service Level Agreement 2016-17
6 Property Services Structure Chart and Contacts
PAM - Service Level Agreement 2016-17
7 Appendices
7.1. Planned Preventative Maintenance Requirements Explained
7.2. Request for Repairs Form Example
7.3. Service Requirements Example
7.4. List of Services Offered by Property Asset Management
7.5. Reactive Repair Charges
7.1 Appendix One – Planned Preventative Maintenance Requirements Explained
NB: *Information in italics refers to HeadTeacher/site responsibility. PAM’s will provide training where 'Inspection Training of Site Representative' is selected.
1. Gas Systems
Under the Gas Safety (Installation and Use) Regulations (1998), all gas boilers must be certificated annually, by a 'Gas Safe' registered contractor, the associated service and inspection certificates must be retained and made available for examination. Gas-fired catering equipment and gas-fired kilns should be included in this inspection.
Manufacturers also advise that for safe and continued efficient operation, all gas fired appliances are maintained/serviced, at-least 6 monthly intervals. For this reason, the city council have chosen to adopt a 6 monthly regime for maintenance and servicing.
2. Fixed Electrical Wiring Installation Test
The Electricity at Work Regulations (1989) and BS 7671 (2008) AMD 3:2015. Require that test and inspection of all fixed electrical installations should be carried out at least every five years and more frequently, as determined by risk assessment. This must be undertaken by a competent and appropriately qualified person(s).
3. Fire Detection and Warning Systems (alarms)
Fire alarm tests need to be carried out in accordance with BS 5839 Part 1: 2013. This requires, daily observation of the fire control panel; weekly tests of the audible fire alarm system (normally by the premises manager*); Periodically, in the case of the city council on a quarterly basis, test 25% of all devices, including heat/smoke detectors, call points and sounders; Annually, all self-contained smoke alarms should be cleaned and the batteries changed. A comprehensive test of all fire alarm equipment and the system wiring should be carried out every 5 years in accordance with BS 7671:2001 and the Electricity at Work Act (1989).
4. Emergency Lighting
Emergency lighting should be tested on a monthly basis, normally by the premises manager* then annually and three yearly by a specialist contractor, in accordance with BS 5266 Part 8: 2004. Where practical, visually inspect check daily that emergency lighting units are in good working order and that no faults are evident on the central indicator panel (where fitted)*.
5. Lightning Conductors
Lightning conductors must be checked by an approved contractor every 11 months, in accordance with BS EN 62305:2008
6. Water Hygiene (storage and distribution)
The HSE’s Approved Code of Practice (ACoP) and Guidance “Legionnaires' disease: The control of legionella bacteria in water systems” (L8:2000) requires assessment of risks to employees and others in the workplace, of contracting Legionnaires’ disease. Inspection and tests should be carried out in accordance with the local risk assessment.
Water temperature sampling checks in premises water distribution systems must also be completed in line with the HSE's document (L8: 2000). This requires monthly checks of hot and cold water temperatures' in line with risk assessment; quarterly cleaning of showerheads and 6 monthly maintenance of thermostatic mixer valves (TMV's). These checks may be more frequent, as determined by the premises risk assessment. In addition, water storage facilities must be examined in line with local risk assessment.